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Guest Management Overview

The Guest Management module helps church administrators track first-time and returning visitors, assign follow-up responsibility to team members, log interactions, and ensure no guest falls through the cracks.

This system turns attendance check-in data into an organized workflow so your team can welcome, connect, and retain new visitors.

Accessing Guest Management​

  1. Open the Guest Management module from the home screen
  2. You will see the guest list dashboard with metrics and filters

Note: Guest Management is an admin-only module. Only users with guest management access can view and manage guests.

Enabling the Module​

If Guest Management is not visible on your home screen:

  1. Enter Edit Mode on the home screen (long-press any module tile)
  2. Find Guest Management in the available modules list
  3. Enable it and save your layout

How Guests Are Created​

Guests are created automatically when someone is marked as a guest during attendance check-in. There is no need to manually add guest records — the system captures them from your regular attendance workflow.

When a guest is checked in:

  • A guest profile is automatically created
  • Their visit is recorded with the date and service name
  • They appear in the guest list with a New status

Guest Lifecycle​

The typical guest workflow follows this path:

  1. Attendance — A visitor is checked in and marked as a guest
  2. Auto-Created Profile — The system creates a guest record
  3. Assignment — An administrator assigns the guest to a team member for follow-up
  4. Follow-Up — The assigned team member contacts the guest and logs interactions
  5. Connected or Closed — The guest is marked as connected (integrated into the church) or closed (no longer pursuing)

Guest Statuses​

Each guest has a status that reflects where they are in the follow-up process:

  • New (blue) — Just checked in, no action taken yet
  • Assigned (orange) — A team member has been assigned to follow up
  • Contacted (purple) — The assigned person has made contact with the guest
  • Connected (green) — The guest has been successfully integrated into the church community
  • Closed (grey) — Follow-up is complete or the guest is no longer being pursued

Guest Classification​

Guests are automatically classified based on their visit count:

  • First-Time — 1 visit recorded
  • Returning — 2 visits recorded
  • Frequent — 3 or more visits recorded

Classification is recalculated automatically as new attendance records are added. This helps your team prioritize follow-up and identify visitors who are already showing interest.

Each area of Guest Management has a detailed guide:

  • Guest List — Viewing, searching, and filtering guests
  • Guest Details — Viewing profiles, visits, and logging contact
  • Follow-Ups — Managing follow-up tasks and templates
  • Admin Settings — Configuring auto-assignment, notifications, and access